Liability Waivers
Use this page to send someone a liability waiver to sign on their own phone or computer, check whether they've signed it, and keep the signed copy.
Quick steps
- Open the waiver list: from a lodging reservation's Liability Waivers panel (click Send new waiver), or from the Membership Dashboard's More Actions menu (Signed Waivers).
- Click New waiver. Enter the Signer name and Email (and Phone if you send texts). The Waiver terms are filled in from your settings.
- Leave Email the sign request now ticked and click Create waiver. They get a private link to sign.
- To check on it, click View on the waiver. When it's signed, click Download PDF for the signed copy.
Create the waiver anyway, then copy the link from the Sign link panel on its page and text it — or hand them a tablet and let them sign on the spot.
Common questions
The guest never got the email. Open the waiver and check the email address. Click Resend, or copy the link from the Sign link panel and send it yourself.
Can I change the wording after sending it? No. Void it and create a new one with the right wording. A signed waiver can't be edited.
Who can see waivers? Admins and managers only.
Where do I set the standard wording? Settings > Edit Settings > Notifications, in the Liability Waiver section. That section appears for stores that use lodging.
More detail: the two ways a waiver gets signed, and where to find the list
A liability waiver is a release someone reads and signs before they use your equipment, stay with you, or take part in an activity. Brother POS lets you create a waiver for a named person, send them a private link to sign it on their own phone or computer, and keep the signed copy — signature, date, time and all — attached to their record.
There are two ways a waiver gets signed:
- You send it to someone. You create the waiver, Brother POS emails (and optionally texts) them a link, and they sign it before they arrive. That is what this page covers.
- They register and sign it themselves. Gyms and clubs put a registration-and-waiver page on their own website or on a front-desk tablet. See Waiver Registration Page for that.
Both kinds end up in the same list, and both produce the same signed PDF.
Where to Find It
The waiver list does not have its own main menu entry. You reach it from wherever waivers matter:
| From | How |
|---|---|
| A lodging reservation | Open the reservation and scroll to the Liability Waivers panel. |
| The Membership Dashboard | Open the More Actions menu and click Signed Waivers. This opens the list showing membership waivers only. The link appears once your membership waiver wording is saved — until then the menu shows Set Up Waiver instead. |
| A customer's profile | On stores that use memberships, a profile with a signed membership waiver has a View link in its Waiver row. |
Waivers are for Admins and Managers only. Clerks and drivers who try to open the page are sent back with the message "You must be a manager or administrator to access this area." There is no separate waiver permission to hand out — the whole area follows the manager/admin line. See Roles & Permissions.
The Waiver List
The list shows every waiver for your store, newest first, with these columns:
| Column | What it shows |
|---|---|
| Signer | The person's name, with their email underneath. |
| Member / Reservation | For a membership waiver, the customer's name (as a link) and the word Membership, or Membership, signed by the parent's name where a guardian signed. For a reservation waiver, the booking's confirmation number. |
| Status | Draft, Sent, Signed or Voided. |
| Sent | The date the sign request went out. |
| Signed | The date they signed. |
Above the table there is a search box (Search by name or email), an All statuses dropdown and a Filter button. Search matches the signer's name or email address.
When there is nothing to show, the table reads "No waivers yet."
More detail: sending a waiver and how it reaches them
Sending a Waiver to Someone
Click New waiver. The form asks for:
| Field | Required | Notes |
|---|---|---|
| Signer name | Yes | Who is signing. |
| No | Where the sign request is emailed. Without it, no email can be sent — you share the link yourself instead. | |
| Phone (optional) | No | Used for a text message, if your store sends texts. |
| Waiver terms | Yes | The wording they agree to. It is pre-filled from your store settings, and the hint reads "Defaults from store settings. Edit here to override for this specific waiver." Editing it here changes this one waiver only. |
| Email the sign request now | — | A tick box, ticked by default. Untick it to create the waiver without sending anything yet. |
Then click Create waiver.
When you start the waiver from a reservation, the person's name, email and phone are filled in from the booking, and a blue bar at the top confirms Linked to reservation with the confirmation number and check-in date.
What happens after you create it
What you see next depends on what you gave it:
- Sent straight away — "Waiver created and sign request sent."
- Send box ticked, but no email address (and no text could go out) — "Waiver created, but no sign request was sent: there is no email address. Share this link with the signer:" followed by the link.
- Email on file, but you unticked the send box — "Waiver created. Click 'Send sign request' to email the link."
- No email address and the send box unticked — "Waiver created. Share this link with the signer:" followed by the link. It is also in the Sign link panel on the waiver page; copy it from there and send it however you like.
If there is no email address but there is a phone number and your store sends texts, the sign request goes out as a text and counts as sent.
The link is what matters, not the email. If someone is standing in front of you, create the waiver, copy the link and text it to them — or hand them the tablet and let them sign on the spot.
How the Sign Request Reaches Them
When a sign request goes out, Brother POS sends:
- An email, whenever the waiver has an email address. The subject line is "Action required: please sign your" followed by your waiver title. Inside there is a Review & Sign button, the same link in plain text under "Or copy this link into your browser:", and a reminder that "This link is unique to you. Please do not share it."
- A text message, when the waiver has a phone number and your store sends text messages. It reads: "[Your store]: please sign your [waiver title] before arrival." followed by the link.
Each waiver has its own private link. Anyone holding that link can open and sign that one waiver, which is why the email asks them not to pass it on.
More detail: what the signer sees
What the Signer Sees
The link opens a simple page with your waiver title and your store name at the top (plus the reservation number, for a booking waiver).
Under the heading Please read carefully, the full wording appears in a scrollable box. Below it they fill in:
- Your full name (required — pre-filled with the name you entered)
- Phone (optional)
- Draw your signature below — a signature box they sign with a finger or mouse, with a Clear signature button if they want another go
Under the box sits the consent line: "By clicking 'I agree & sign', I confirm I have read and accept the terms above and that my electronic signature has the same legal effect as a handwritten signature."
They finish with I agree & sign.
If they submit without actually drawing anything, the page refuses and says "Please draw your signature in the signature box before submitting." An empty box is never accepted as a signature.
Once signed, the page confirms "Thanks — your signature has been recorded." and turns into a receipt showing Waiver signed, who signed and when, a Download signed copy (PDF) button, and the Terms you agreed to. They also get a confirmation email with the subject "Signed:" followed by the waiver title and "— copy attached", with the signed PDF attached.
If a waiver has been voided, the link shows "This waiver has been voided." If the link is wrong or the waiver was removed, it shows "Waiver not found."
More detail: viewing a signed waiver, resending and voiding
Viewing a Signed Waiver
Click View on any row. The waiver page opens with the status at the top — "Signed on" with the date and time, "Sent [time] ago — awaiting signature", "Draft — not yet sent", or "Voided [time] ago".
Three summary cards sit below it:
- Signer — name, email and phone.
- Member (for a membership waiver) — the customer's name as a link, their date of birth with their age when they signed, who signed on their behalf if a guardian did, and their emergency contact. Reservation (for a booking waiver) — the confirmation number and check-in date, or "No reservation linked".
- Verification — the start of the waiver's reference code, and the network address it was signed from once it is signed.
Then come the Terms exactly as they were at signing, and the Signature image with the line "Signed as [name] on [date]".
Membership waivers also show a Health questions section listing every question that was asked with the answer given. It is labelled "Confidential: visible to managers and admins only." and any yes answer is highlighted so it stands out.
A waiver keeps the exact wording that was on screen when it was signed. If you later change your standard wording, old signatures still show what those people actually agreed to, and a membership waiver signed against older wording is flagged "Signed an older version of the waiver wording."
The buttons on a waiver
| Button | When it appears | What it does |
|---|---|---|
| Download PDF | Once signed | Downloads the signed copy — heading, your store name, reference, signer details, emergency contact, guardian, the full terms, the health answers and the signature. |
| Send sign request / Resend | Not yet signed, not voided | Sends the link again. It reads Send sign request the first time and Resend after that. |
| Void | Not yet signed, not voided | Cancels the waiver. You are asked "Void this waiver?" first, and afterwards the page confirms "Waiver voided." |
After a resend the page says who it went to: "Sign request sent to [email].", or "Sign request texted to [phone]." when there is no email but a text went out. With nowhere to send it, nothing is sent and the page says "Nothing was sent: this waiver has no email address to send it to. Share the sign link with the signer:" followed by the link.
Trying to resend a waiver that is already signed does nothing and tells you "This waiver has already been signed." Trying to download one that has not been signed says "Waiver has not been signed yet."
The sign link, on screen
While a waiver is still waiting to be signed, its page shows a Sign link panel with the full web address and the note "Share this URL with the signer via your preferred channel." This is the same link the email contains — handy when someone says they never got the email.
More detail: settings and lodging check-in
Settings
Go to Settings → Edit Settings → Notifications tab and find the Liability Waiver section, described as "Default waiver template sent to guests for signing."
| Setting | What it does |
|---|---|
| Waiver title | The heading on the page, the email and the PDF. Left blank, it reads Liability Waiver. |
| Waiver terms (default for all new waivers) | The wording every new waiver starts with. The hint reads "Defaults to a general recreational-equipment release if left blank." |
| Require signed waiver before lodging check-in | Blocks check-in until a waiver for that booking is signed. |
Click Update Settings to save.
The Liability Waiver settings section is shown when lodging is switched on for your store. The waiver list and the New waiver button work either way — a store without that section simply gets the built-in default wording (a general release covering rented recreational equipment such as watercraft) on every new waiver, which you can then edit on the waiver itself.
Waivers and Lodging Check-In
Open a reservation and scroll to the Liability Waivers panel. It lists every waiver for that booking with the signer's name, their email and whether it is signed, sent or still a draft. Send new waiver starts a fresh one already linked to the booking.
When there are none, it reads "No waivers on file for this reservation.", and if your store requires one it adds the warning "This store requires a signed waiver before check-in."
With Require signed waiver before lodging check-in switched on, checking someone in before their waiver is signed is refused with: "Liability waiver must be signed before check-in. Send the guest a sign link from the waiver tab."
More detail: troubleshooting and good habits
Troubleshooting
The guest says they never got the email. Open the waiver and check the Signer card for a typo in the address. Fix it by creating a new waiver with the right address, or use the Sign link panel on the waiver page to copy the link and send it yourself.
I need to change the wording after sending it. You cannot edit a waiver that is already out. Void it and create a new one with the wording you want. A signed waiver cannot be edited at all — that is the point of it.
The signature box will not accept their signature. They have to actually draw in the box; tapping it once is not enough. Ask them to draw their name with a finger (on a phone or tablet) or hold the mouse button down while signing, then submit again.
Check-in is blocked and the waiver is signed. The requirement is per booking. A waiver signed for a different reservation, or one signed at the gym registration page, does not count for this booking — send a waiver from that reservation's own panel.
A row shows "Expired". The status filter offers Expired, but nothing in Brother POS sets a waiver to that status today, so the filter returns nothing. Use Void when you want to take a waiver out of play.
Best Practices
- Send it with the booking confirmation. A waiver signed at home takes nothing off your arrival desk.
- Keep one standard wording in Settings and only override it on an individual waiver for a genuine one-off. Consistent wording is far easier to stand behind later.
- Have your lawyer write the wording. Brother POS records and stores the signature; it makes no promises about what your release does or does not cover.
- Void rather than delete. A voided waiver stays in the list with its history intact, which is what you want if anyone ever asks.
- Check the health answers before the session, not after. On a membership waiver the highlighted yes answers are the ones worth reading.
What's Next?
- Waiver Registration Page — let people register and sign your waiver themselves, online or at the front desk
- Customer Management — where a signed waiver shows on someone's profile
- Roles & Permissions — who can open the waiver area